How do you create an autoresponder in Outlook?

If you have a Microsoft 365 or Exchange account, use Automatic Replies. In new Outlook and on the web, go to Settings, then Accounts, then Automatic replies, turn it on, and type your message. In classic Outlook for Windows, go to File, then Automatic Replies. For POP or IMAP accounts, build a rule that replies using a saved email template.

Can you set up an autoresponder in Outlook without Exchange?

Yes, but it is less reliable. On a POP or IMAP account you create a message, save it as an Outlook Template (.oft), then make a rule that replies using that template. Because the rule runs on your computer, Outlook must stay open and connected for replies to send.

Will an Outlook autoresponder reply to the same person more than once?

Automatic Replies on Exchange and Microsoft 365 send only one reply per sender per session, so people do not get spammed. A rule-based template autoresponder can reply on every message unless you add conditions, so use it carefully.

Does an Outlook autoresponder work when my computer is off?

Automatic Replies on Microsoft 365 or Exchange run on the server, so they work even when your computer is off. A rule with a template runs locally, so Outlook has to be open and online for it to send.

What file type does the Outlook reply template use?

It uses the Outlook Template format, which has an .oft extension. You write the message, choose Save As, and pick Outlook Template before building the rule that replies with it.

How to Create an Autoresponder in Outlook

Quick answer: the easiest autoresponder in Outlook is Automatic Replies, available on Microsoft 365 and Exchange accounts. Turn it on in Settings (new Outlook and web) or File (classic Outlook). If you are on a POP or IMAP account, you instead save a message as an .oft template and create a rule that replies with it, but Outlook must stay open for that to work.

There are really two autoresponders in Outlook, and which one you can use depends entirely on your account type.

Last checked against Microsoft support documentation on June 5, 2026.

Two ways to autorespond, and why it matters

Method one is Automatic Replies. It is built in, runs on the server, and needs no babysitting. It exists only on Microsoft 365, Exchange, and Outlook.com accounts.

Method two is a rule plus a saved email template. It works on POP and IMAP accounts that lack Automatic Replies, but it runs on your computer, so Outlook has to stay open and connected the whole time.

Check your account type first. If Automatic Replies appears in your Outlook, use it and skip the rule entirely.

Method 1: Automatic Replies (Microsoft 365 and Exchange)

This is the same engine behind the out-of-office feature. If you want the deeper version with internal vs external messages and calendar blocking, see how to set out of office in Outlook.

New Outlook and Outlook on the web

Open Settings.

Go to Accounts, then Automatic replies.

Toggle Automatic replies on.

Type your message.

Optionally turn on Send replies only during a time period to schedule a start and end.

Optionally enable Send replies outside your organization for a separate external message.

Save.

Classic Outlook for Windows

Go to File.

Click Automatic Replies (Out of Office).

Choose Send automatic replies.

Set a time range if you want it to stop on its own.

Type your inside-organization and outside-organization messages on their tabs.

Click OK.

Automatic Replies sends one reply per sender, so nobody gets flooded. That alone makes it the better choice when it is available.

Method 2: Rule plus template (POP and IMAP)

No Automatic Replies option? Then you build the autoresponder yourself. There are two steps: save the template, then create the rule. This works in classic Outlook for Windows.

Step 1: Save a reply template

Create a New Email.

Leave the To field empty. Add a subject and write the body you want sent automatically.

Click File, then Save As.

In the Save as type dropdown, choose Outlook Template (.oft).

Name it and save. Close the message without sending; discard the draft if prompted.

Step 2: Create the rule

Go to File, then Manage Rules & Alerts.

Click New Rule, then Apply rule on messages I receive, then Next.

Choose your conditions. To reply to everything, leave conditions blank (Outlook will warn you it applies to all mail). To scope it, add a condition such as where your name is in the To box.

Click Next.

Check reply using a specific template.

Click the underlined a specific template link, switch the look-in box to User Templates in File System, select your .oft file, and click Open.

Click Next, set any exceptions, name the rule, and Finish.

The rule now lives on your computer. It only fires while Outlook is open and connected. Close the laptop and the autoresponder goes silent until you reopen it. To avoid replying to the same sender repeatedly within a session, Outlook tracks who it has answered, but if you restart Outlook the count resets, so frequent senders may get a second reply.

When you return, turn off Automatic Replies or disable the rule in Manage Rules & Alerts so it stops responding.

Which method to use

Factor	Automatic Replies	Rule + template
Account types	Microsoft 365, Exchange, Outlook.com	POP, IMAP (and Exchange, but unnecessary there)
Runs when PC is off	Yes (server-side)	No (Outlook must be open)
Replies per sender	Once per session, automatic	Can repeat across sessions; needs care
Internal vs external messages	Yes	Not natively; you would need more rules
Auto stop on a date	Yes, built-in time range	No; you disable the rule manually
Setup effort	Low	Higher (template + rule)

If the table makes one thing clear, it is this: use Automatic Replies whenever your account supports it. The rule method is a fallback, not a first choice.

Troubleshooting

Problem	Likely cause	Fix
No Automatic Replies option	POP/IMAP account	Use the rule + template method instead.
Rule autoresponder not sending	Outlook closed or offline	Keep Outlook open and connected; rules are client-side.
Same sender got several replies	Outlook restarted and reset its sent-to list	Add conditions to narrow the rule, or accept some repeats.
Template not in the list	Saved in the wrong format or folder	Re-save as Outlook Template (.oft) and look in User Templates in File System.
Replies kept going after I returned	Rule or Automatic Replies still on	Turn off Automatic Replies or disable the rule.
Contacts got odd replies	Template addressed the wrong people	Leave the To field empty in the template; the rule fills recipients.

A clean contact list also keeps autoresponders from misfiring to the wrong people. If yours is messy across devices, see synchronize Outlook contacts. And if you are setting an autoresponder so you can write replies on your own schedule, pair it with delaying or scheduling email in Outlook.

What an autoresponder is really for

An autoresponder buys you permission to not reply instantly. That is the real value. It tells senders you got the message and sets an honest expectation, which lowers the pressure to be reachable every minute.

LifeLoad’s view is that your inbox and calendar should show the truth about your day, including how much of it is reactive. Constant context-switching and an always-on inbox are a big part of what drives burnout. We quantify workload and recovery the way Whoop and Oura quantify strain and sleep, but for knowledge work. An autoresponder is one small lever for protecting attention. Seeing the larger pattern is what helps you decide when to pull it.